Memos

Think about how your readers will use the information in your memo and how you want them to react.

Determine the essential claims you want to make and imagine what evidence readers will need to accept these claims.

Begin with an overview that provides context, defines the task or problem, and clarifies the memo's goal.

If the memo is long, follow this overview with a formal summary.

In the body of your memo, present information readers need to understand your arguments and their situational context and to be convinced that your claims are valid.

Present your information simply and from the reader's viewpoint.

Begin each section and each paragraph with an overview sentence that provides the gist; then fill in details.

Start with what's most important to readers and move to less important information.

Begin with key findings, conclusions, and recommendation.

Close by summarizing key points or asking directly for action, emphasizing how this action is significant for the readers or the organization.

Use attachments for detailed information that would distract readers from the memo's central point.

Use short, substantive headings to help readers find things.

Use paragraph breaks, lists, white space, and graphics to simplify the text and enhance readability.

Match your expression to your goals, readers, and argument.

E-mail

Make reading easy by using shorter sentences and paragraphs than you would in paper memos.

If a message is more than three or four screens, consider whether e-mail is the most effective medium.

Reread to catch mistakes.

Remember that expression in e-mail is often more informal and personal than in memos.

E-mail also incorporates many of the features of oral communication:
chattiness
clipped or incomplete sentences
informal vocabulary and speech patterns
pronoun shifts

Don't put anything in e-mail that you wouldn't put in print; e-mail can be backed up, forwarded, printed, and used as a paper trail.

Since it's easy to be self-revelatory or blunt in e-mail, make sure that your expression is appropriate for your goals and readers.

Agendas

Use agendas to keep meetings productive and on task.

Make arguments straightforward to persuade the appropriate people to come to the meeting, prepared and with a cooperative attitude so that things can be accomplished.

Specify what is to be accomplished in the meeting relative to individual topics, and clarify who's responsible for what.

Establish clear time limits for meetings, including how long will be allotted for each topic.

Minutes

Describe agreements made at the meeting.

Clarify who's accountable for particular assignments and when they are due.

Specify what actions must be taken and who's responsible for taking them.

Include on the distribution list
those who attended the meeting
supervisors of those given assignments
those whose work will be affected by what happened at the meeting

Prepare and distribute minutes as soon after the meeting as possible.

For questions and suggestions, please e-mail us at kilbornj@stcloudstate.edu or rinkster@stcloudstate.edu.
The print version of the Instructor's Manual for The Writing of Business
was written by Robert P. Inkster and Judith M. Kilborn for Allyn and Bacon.
This web version of the manual was coded by Judith M. Kilborn.
© 1999 Allyn & Bacon
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